Administrative Coordinator

Freedom Fire Inc. | Winnipeg, Manitoba

Position Overview

Freedom Fire Inc. is a growing fire protection services provider based in Winnipeg. The Administrative Coordinator supports office and field teams through customer service, scheduling, job documentation, purchasing and billing. Working with the Administrative Supervisor, department managers, supervisors and technicians, this role keeps service and project administration organized and supports client growth. Responsibilities may evolve as the role develops.

Major Responsibilities

Customer Service and Scheduling

- Greet visitors, answer and route calls, and coordinate updates to the coordinator phone line as needed.
- Assist with scheduling technicians, service calls, meetings and other activities; confirm customer arrangements and follow up on quotes, scheduling and service enquiries.
- Maintain customer and site records, set up new customers and job opportunities in Prospects, and coordinate administration for accounts as assigned.

Quotes and Job Administration

- Send quotations, record customer approvals, create jobs, attach supporting documents and transfer approved quote files to construction management (CM).
- Prepare, submit and maintain project startup and worker documents before work begins, including Workers Compensation Board (WCB) documentation, certificates of insurance (COI), safety documents and job-specific clearance and access documents.
- Act as the administrative point of contact for security clearances and safety programs; coordinate applications and maintain COR and ISNetworld records and document control.




- Ability to obtain security and vulnerable sector background checks or clearances required for assigned customer sites.

Reports and Billing

- Complete Excel reports and prepare, organize and send inspection reports and related customer documentation.
- Prepare and issue invoices in QuickBooks, assist with invoicing and set up project progress billings with department and accounting teams.
- As the role develops, assist with sending and following up on sprinkler deficiencies and preparing simple deficiency quotations using department-provided or approved information and pricing.

Purchasing and Office Support

- Order parts and coordinate inventory records, purchasing, logistics and stock needs with office, shop and field staff.
- Complete routine paperwork for transactions, orders and inspections; provide clerical support to administrative and operations teams and assist with taking customer payments.

Knowledge and Experience Assets The following qualifications are assets rather than mandatory requirements. Applicants with transferable skills and a willingness to learn are encouraged to apply and do not need to have every item listed.

- Post-secondary education in office administration, business or a related field, or equivalent practical experience.
- Experience in administration, coordination, customer service or supporting and coordinating a team.



No fixed minimum number of years is required.
- Familiarity with fire protection, trades or service operations, purchasing and inventory practices.
- Experience with Microsoft Office, particularly Excel, QuickBooks, customer databases, scheduling systems and document control.
- Familiarity with safety program administration, security clearances, project startup documents, deficiency tracking or progress billing.
- A valid Manitoba driver’s licence.

Skills and Approach

- Clear written and verbal communication, a customer-focused approach and sound judgment in daily customer relations.
- Organization, attention to detail and time management, with the ability to prioritize tasks and maintain accurate records.
- A cooperative team approach, initiative and a willingness to learn company systems and processes.
- Practical problem-solving and conflict-resolution skills, with the ability to coordinate work and support colleagues.

Job Type: Full time

Benefits:

- Dental care
- Extended health care
- Life insurance
- On-site parking
- Profit sharing
- RRSP match
- Vision care

Schedule:

- Monday to Friday (8am - 4:30pm)

Education:

- Secondary School (preferred)

Job Type: Full-time

Pay: $50,000.00-$57,000.00 per year

Benefits

- Dental care
- Disability insurance
- Extended health care
- Life insurance
- RRSP match
- Vision care

Ability to commute/relocate:
- Winnipeg, MB: reliably commute or plan to relocate before starting work (preferred)

Education:
- Secondary School (preferred)

Experience:
- Administrative: 3 years (preferred)

Work Location: In person

📌 Administrative Assistant (Winnipeg)
🏢 Freedom Fire
📍 Winnipeg